Newly eligible employees

Eligibility for SEBB benefits

Employees establish eligibility based on categories described in WAC 182-31-040 and 182-30-130. Eligibility is determined solely by the criteria of the category that most closely describes their work.

All hours worked by an employee in their capacity as a school employee must be included in the calculation of hours for determining eligibility. All hours for which a school employee receives compensation from a school employees benefits board (SEBB) organization during an approved leave (e.g., sick leave, personal leave, bereavement leave) or a paid holiday must be included when determining how many hours a school employee is anticipated to work, or did work, in the school year.

The definition of school year allows school districts to start school in August and use the upcoming school year funds.  If the school employee is working in August for the school year that is about to start the hours count towards the new school year.  For example, if a school employee is working in August 2023 as part of their contract for the 2023-2024 school year the hours count towards the 2023-2024 school year. Those hours wouldn’t be applied to the 2022-2023 school year. Whether the first day of school is in August or September the work is to support the upcoming school year and the hours should be counted towards the new school year.

Employee categories

• Newly hired employees
  • Anticipated to work at least 630 hours in the school year
  • Who worked 630 hours in each of the two previous school years and are returning to the same type of position or combination of positions with the same SEBB organization are presumed to eligible at the start of the school year.
    • The SEBB organization can rebut this presumption by notifying the employee, in writing, of the specific reasons they are not anticipated to work at least 630 hours in the current school year (and how to appeal).
• Ineligible employees who become eligible due to:
  • Revised work pattern so as to now be anticipated to work at least 630 hours in the school year
  • Actually end up working 630 hours in the school year
  • Not being anticipated to work 630 hours during the current school year due to time of year they are hired, but are anticipated to do so the next school year:
    • 9-10 month school employee criteria based on hours worked in 6 of the last 8 weeks of school
    • 12 month school employee criteria based on hours worked in 6 of the last 8 weeks of the school year (August 31)
• Employees eligible due to their SEBB organization engaging in local negotiations regarding SEBB benefits eligibility criteria

Determining eligibility using worksheets

SEBB provides worksheets as the method for determining eligibility. 

The worksheets are made up of five workplace scenarios, or series:

• “A” Series (1-5): For new hires
• “B” Series (1-3): For existing employees who have a change in employment status.
• “C” Series (1-5): For benefits-eligible employees who are leaving work
• “D” Series (1-5): For employees who are returning to work
• “E” Series (1-2): For eligible dependents

What worksheets provide for

• Decisions which are compliant with RCW and WAC
• Required notice and information to employees
• Receipt of the required notice and information
• Guidance and suggestions for the employer and the employee.

Using the worksheets

• Select the appropriate worksheet for your employee
• Always “open” a new worksheet for each new employee
• Complete and save the worksheet either electronically or as a hard copy.
• Provide a copy to the employee
• Have the employee sign the worksheet.  If they are not available to provide a signature, SEBB will accept the following:
  • Email
  • Email read receipt
  • Any other written response from the employee acknowledging receipt of the worksheet.
  • A copy of the tracking information, if sent through the mail
  • Electronic signatures
  • Make a note on the worksheet if the employee is unwilling or unavailable to sign it.

SEBB stipulation for worksheet use

• SEBB organizations must use the worksheets provided by the SEBB Program to determine eligibility and enrollment in benefits. See WAC 182-31-030 and the SEBB Program administrative Policy 11-1.